The following principles apply to participant / learner records stored by RRW & Co Pty Ltd trading as National On Site Training (NOST) including:

  • Participant registration information (paper and electronic),
  • Participant contact information (name, date of birth, address, phone, email, banking, etc),
  • Statements of Attainment,
  • Marked and unmarked assessment items,
  • Completed 022 Training Enrolment forms,
  • Completed 021 Training Evaluation forms,
  • Completed 023 Course Rolls,
  • Completed 042 Graduate Destination surveys, and
  • Learning program master copy of assessment.

Security and Confidentiality

Hardcopies of participant / learner assessments will be stored until archived. Archived copies will be stored electronically. Participant / learner records will only be made available to either the participant / learner whose record it is or to the employer who paid for the participant / learner’s training. Participant / learner records will not be released other than above without the written consent of the participant / learner involved.

Archiving

As specified below in "Records to be kept". "Archiving" is the process where hard and soft copies of relevant documents are converted to electronic form and stored in the electronic storage system.

If NOST ceases to operate as an RTO, the Director will email electronic copies of all course rolls, statements of attainment and qualification to DET within 14 days and a read receipt will be requested.

External Reporting

Participant / learner assessment outcomes will be made available to:

  • Other RTOs seeking information related to mutual recognition,
  • Clients seeking summaries of staff training, and
  • Relevant state and federal government departments as required by law.

Access to Records by Clients

Participant / learners may request copies of their own records as specified in the Certification Policy.

Records to be kept

Record Notes Disposal
022 Training Enrolment Form
  • All copies for all participant / learners to be kept until contract closed (after the appeals period).
  • Archive with completed contracts.
 Archives kept indefinitely.
Shred hard copies after archiving.
021 Training Evaluation Form
  • All copies for all participant / learners to be kept until contract closed. (after the appeals period).
  • Archive with completed contracts.

Archives kept indefinitely.
Shred hard copies after archiving.
023 Course Roll
  • Archive in contract control database.

Database kept indefinitely.
Shred hard copies after archiving.
042 Graduate Destination Survey
  • Director to initial copies.
  • Archived in years folders.

Shred hard copies after archiving
Learning Program Master assessment copy
  • This is covered by "Final completed copy of student assessment".
  • Archive with completed contracts.

Archives kept indefinitely.
Shred hard copies after archiving.
Statement of Attainment
  • Electronic copies stored in client folder.
  • May be reproduced on request by contract control database

Database kept indefinitely.
Final completed copy of student assessment
  • This also doubles as "Learning Program Master assessment copy"
  • All hard / soft copies for all participant / learners to be kept until after appeals period.
  • All completed participant / learner assessments (for Nationally recognised learning programs) from each contract to be archived.
  • NOTE: MINING INDUSTRY – ALL completed participant / learner assessments from each contract to be archived at end of appeals period.

Shred hard copies after archiving.

1 month after final date of course attendance.

Archives kept indefinitely.
Shred hard copies after archiving.